Budget: investment in equipment

BUDGET

Do you know exactly the type of room you need to equip, based on its size? Good. Now you can address the second criterion, surely the thorniest: the budget.

To create a video room worthy of the name, you need the right equipment, and that costs a considerable sum! Yes, we already know that when it comes to investment (and money in general), there are two schools of thought: those who intuitively understand the advantages of the project and those who need convincing.

Today we address both parties: are you looking for peace of mind to launch your project or do you want to develop your financial plan? Then you've come to the right place: here we tell you everything about the famous budget factor, which often tips the balance:

Attention: you don't have to break the bank to find an effective solution, you just have to know where to look

INFLUENTIAL FACTORS:

Creating, converting or renovating a meeting room costs money. And defining the budget that must be assigned to this project is more than complex, because several parameters come into play. Of course, each one is unique. But in the category of key factors that influence the conditioning of a video room, the main ones are:

Room size:

The bigger it is = the more
equipment required

Furniture:

Meeting table, armchairs,
storage, identification panel, etc.

Provision :

Lighting, wiring,
individual room, capacity

Equipment :

Camera, audio kit, content sharing,
screen, software license

Learning costs:

Resources dedicated to getting familiar
with a new solution

ESTIMATING THE PRICE OF A VIDEO ROOM: OUR BUDGET EXAMPLES

As we have seen, the price of video equipment for meeting rooms varies greatly depending on several factors. Although each layout project is unique, we can give you some examples, depending on the size of the room, to give you an idea of the necessary budget:

For a room of 3 to 5 people

In this case, we are talking about small spaces: individual rooms (2-3 people) and small rooms (3-5 people). In these settings, it's all about dynamic video conferencing and quick, concise exchanges.

Audiovisual components: a screen, a videoconferencing kit and a content sharing system
How much will it cost? We estimate that it costs between 2 and 8,000 pounds.

For a room of 5 to 8 people

Thanks to its larger capacity, the "medium" room is used for brainstorming sessions with several people, where creativity is the order of the day! In this case, they need equipment that allows collaborative editing between two distant sites.

Audiovisual components: camera, audio system(s), screen(s), content sharing kit, management tablet (+ mini-PC for independent rooms)
Its price? We are talking about a wide range that goes from 10,000 to 20,000 pounds.

For a room of 8 to 20 people

This much larger room can be used for various purposes (hence the need for it to be modular). It can be used for simple video conferences, training sessions, crisis meetings or large-scale brainstorming.

Audiovisual components: camera(s), audio system(s), screen(s) with support, content sharing kit, management tablet (+ mini-PC for independent rooms)
How much does it cost? Depending on the equipment already installed, the budget can range between 40,000 and 160,000 pounds.

A GOOD RETURN ON INVESTMENT

Planning the budget also means making the investment profitable. Yes, setting up a video conferencing room obviously has a cost, but in the long term it can be a great advantage, as long as the right equipment is chosen.

So, for those who are more reluctant to technology, we propose that we evaluate together the return on investment of this project:

Savings on travel

Let's start with the most obvious: the costs of business travel! Physical tickets, hotels, restaurants, etc., when your employees travel, they inevitably incur (more or less significant) expenses... And we're not even talking about the loss of income in terms of productivity! Going to and from stations/airports, going through security control... are factors that cause each affected employee to lose several hours.

Imagine... If half of these meetings were held via video conferencing, you could use the savings to equip several meeting rooms with cutting-edge 4K systems.

Do the calculations yourself with this formula: [Average travel expenses] x [Number of employees traveling] x [Number of meetings requiring travel].

Productivity increase

I knew it? Approximately one in three minutes of the workday is wasted in meetings. If we add to this the cost of travel and the time spent on transportation, the result is the following: lost hours and productivity that leaves much to be desired...

Even if you have to agree on a schedule, thanks to videoconferencing you will no longer have to have to worry about delays and absences caused by the vagaries of transportation (strikes, traffic jams, accidents, etc.). You will be able to focus on what is important: the content of the debates.

To determine the gain in terms of productivity: [Average monthly number of meetings] x [Average number of minutes recorded].

As you may have seen, the cost of installing a videoconference room depends on too many factors to be able to give you an exact and fixed budget... What we recommend is that you consult us so that together we can carry out a more in-depth study of your needs. and thus obtain a realistic price.

Are you ready to take the step?

Personalize your conference room now

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